e-Newsletter | Spring 2021
In This Newsletter:

If You Missed It...
Peta Webster Appointed Director of Operations at GEMS

GEMS Journey
Where We've Been and Where We're Going

Event Know How
What to Expect When You Choose to Host a Hybrid Event

Event Tech Talks
Julie McGraw Guest Speaker for OnAIR Virtual Series

Event Funding Support
Business Events Geelong Launch Incentive Program
If You Missed It...
Peta Webster Appointed Director of Operations at GEMS

If you missed it, Peta Webster was recently acknowledged in CIM Business Events news, announcing her appointment to Director of Operations at GEMS Event Management Australia.
GEMS Journey
Where We've Been and Where We're Going

In some ways, it feels like the last 18 months has gone by in flash, though when we take the time to reflect on all that has passed, as a business we recognise how fortunate we are to still be standing in an industry that has taken far too many hits to count.

A not so simple decision 18 months ago led us down a path we never expected to take, however, in every respect we have learnt, we have grown, we have become more resilient, we are better for it and we now have more to offer our clients than ever before.

The defining moment - when we made the risky decision to retain our staff full-time during the pandemic outbreak and re-focus our efforts on training and upskilling, rather than reducing hours and just getting by (which certainly would have been the seemingly smartest of the two roads at that time).

Once the decision was made, (for better or worse) the team had one goal - to dive head-first into the virtual event world and spend our days training in the OnAIR virtual event software, building virtual platform test events and working hard to make sense of it all.

We have had to tackle the blaringly obvious dilemmas of how to engage delegates in meaningful ways via a virtual platform and how to facilitate peer to peer collaboration, which is often the key driving force for change and innovation in any realm.

Through much trial and some error, working closely with our clients we identified some exciting new possibilities for engagement and connection. Ultimately, it’s about doing the best you can do with the situation you are in and what tools you have to work with. 

'Since early 2020, we are proud to say that our team has now delivered over 60 virtual or hybrid events involving
over 500 speakers, reaching over 10,000 delegates in
more than 30 countries.'

In honesty, we could not have met this impressive milestone without the OnAIR development team at EventsAIR and a great many loyal clients that put their trust in us to deliver their events in new and innovative ways, and through unchartered waters.

Moving forward, our sincere hope is that we can get back to delivering face to face events, where all our Australian event industry colleagues can re-launch and prosper and our event attendees can experience the unmatched benefits of meeting in the same room.

However, with virtual event technology opening so many new avenues of opportunity, I imagine we will be moving toward many conferences being delivered in a hybrid (in-person and virtual) format, giving our clients and attendees the gift of greater choice and flexibility about how they wish to attend.

…and don’t think 100% virtual events will be a thing of the past - For many of our international events where the attendee base spans the globe, we believe 100% virtual conferences will remain the most likely choice, offering an affordable and viable option for those who do not have the time or financial means to travel abroad.

The great news is, no matter how you wish to deliver your next event, our team has the means and experience to deliver in-person, 100% virtual or hybrid events. The choice is yours!

Event Know How
What to Expect When You Choose to Host a Hybrid Event

You could certainly say that the hybrid event format (an event that consists of both in-person and virtual components) offers the ultimate experience for your attendees.

After 18 months of delivering 100% virtual events and several hybrid events, attendees are very much getting used to the idea that if they miss a session when it goes live, they have the option to simply watch the recording later. Additionally, there is no longer the stress of choosing one concurrent session, only to miss the 2 or more others happening at the same time.

However, if you are planning an event and considering choosing hybrid, the management and logistics behind the scenes could be likened to running two separate events and this will greatly impact your event budget and allocated expense for event management services, virtual event technology and audio-visual.

Every hybrid event will require the management of all in-person components - physical venue, catering, audio visual, health and safety planning, social functions, hotels, transportation, delegate registration, program development and speaker management.

When we bring the virtual aspect into the mix, you are requiring the additional build of the virtual event platform, audio-visual support and integration, virtual speaker training and rehearsals, management of the virtual event control room and potential need for video production locations (broadcast centres).

When we then bring the in-person and virtual facets together, there will be a need for differentiated programming/timing to suit each format of delivery, differentiated marketing/communications and the delivery of additional social events in the virtual space to best accommodate the audience.

So, as you can see here, we have a lot going on for both the physical event and the virtual event. It will be imperative that your event committee understands the detailed planning and logistics that go into giving your delegates greater avenues of access to your event and the gift of choice in which format they would like to attend and engage.
Event Tech Talks
Julie McGraw Guest Speaker for OnAIR Virtual Series

Julie McGraw was recently invited to speak to the OnAIR Virtual Series audience on the topic of 'Getting Hybrid Ready'. Julie sat down for a chat with Thomas Gray from EventsAIR to deep dive into GEMS journey over the past 18 months in adopting the OnAIR software and providing some insight on the delivery of hybrid events and the outcomes for our clients. Watch the YouTube video below.
If you would like to learn more about delivering a virtual or hybrid event, please reach out for a chat. We would love to introduce you to the OnAIR virtual event platform and show you all the possibilities.
Event Funding Support
Business Events Geelong Launch Incentive Program

In response to recent challenges, Business Events Geelong in partnership with Regional Development Victoria and Great Ocean Road Regional Tourism, has established a generous $200,000 incentive program. The program, backed by the Victorian State Government’s Regional Recovery Support Fund, will provide eligible business events of up to any size a financial incentive to the value of $50 per delegate.

To apply, your business event must meet the following terms and conditions;

  • The business event is not yet confirmed to occur in the Geelong, The Bellarine or Great Ocean Road regions;
  • You have 15 or greater number of delegates attending, with a minimum of 30% of attendees not currently residing in the region;
  • Your business event must be confirmed by the 30th June 2022;
  • Your business event is to be held prior to the 31st December 2023;
  • You must use the services of Business Events Geelong to assist in sourcing a venue or service;
  • Your business event must be held at a participating business.

To learn more and apply, please click on the tab below.

Do you need guidance and support to deliver
your next event?

With 30 years expertise in hosting complex, multi-faceted events beyond 1,000 attendees, we can help deliver your next conference or event. Contact Michelle Glasson, Director of Marketing and Business Development +61 2 9744 5252 or email mglasson@gemsevents.com.au